Documentation of charges and billing process for goods and/or services rendered. Documents adjustments to accounts. May include (determination of fees) documentation, work orders or service requests (may be in the form of field orders or invoice vouchers) logs of goods and/or services provided, receipts, billing statements and related documents.
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be maintained for the following retention period:
Official Copy: Any Office
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Provides a record of employees granted access to UW administrative systems or other state agency databases. (Communications, Payroll, Student Database, Financial, Accounting, Purchasing Systems, Data Warehouse, etc.) Forms are approved by the Dean or Director before being submitted to UW Technology: Administrative Applications or Office of the University Registrar. May also include correspondence.
Official Copy: Any Office granting access
Retention: 6 years after end of fiscal year in which user account/access was terminated
Disposition Method: Shred or Delete
Other Copy: College/School or Department
Retention: 1 year after submission of request to office granting access
Disposition Method: Shred or Delete
Requests for the purchase of animals to be used in research.
Official Copy: Department of Comparative Medicine
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Other Copy: Any Ordering Department
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete
A record of achievements and special recognition for a program, department or individual. May include Zoom or other conferencing platform recordings of event. Includes monetary awards.
For awards involving students refer to Student and Curriculum Records -- Award Files
Official Copy: Any Office
Retention: 6 years after end of fiscal year
Disposition Method: Transfer Summary Documentation to University Archives. Shred or Delete working files.
A record of transactions with a bank. May include deposit slips, cash register or adding machine tapes attached to bank-validated deposit tickets, monthly statements, etc.
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be maintained for the following retention periods:
Official Copy: Procurement Services
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Official Copy: UWT: Finance Department: Cashier
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Official Copy: UWB: Finance and Administration
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Official Copy: Departments with Direct Deposit
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Documentation used by UW Recharge/Cost/Service Centers (e.g., Mailing Services, Fleet Services, Facilities Services, Creative+Communication, University Temporary Services, Telecommunications, etc.) to prepare Cost Transfer Invoices (CTIs), Internal Sales Documents (ISDs), recharge documents, journal vouchers or invoices for the purpose of charging other budgets or non-UW entities for services or supplies. May describe, in greater detail than billing document, services or supplies provided. May include work orders, service requests, logs of goods/services provided, etc.
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be maintained for the following retention periods:
Official Copy: Any Issuing Office
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete
Other Copy: Any Receiving Office
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete
Documents the departmental budget planning process for a fiscal year budget proposal. May include correspondence, reports, statistics, working files, and supporting materials.
Official Copy: Any Office
Retention: 3 years after end of fiscal year in which the budget was prepared
Disposition Method: Transfer to University Archives for review
Report currency and checks transferred from a UW department to Student Accounts: Cashier's Office, or directly to the bank (Direct Deposit), and credited to UW budgets.
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be maintained for the following retention periods:
Official Copy: Procurement Services
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete
Official Copy: Student Fiscal Services
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete
Official Copy: UWB: Finance and Administration
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete
Requests for a check to be written by Procurement Services. Includes name of recipient, reason for payment, amount, approval signature, check number, date account charged, etc.
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be maintained for the following retention periods:
Official Copy: Procurement Services
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Official Copy: UWB: Finance and Administration
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete
For the purpose of COVID-19 symptom screening, provides a record of daily symptom self-attestation submitted by individuals who were present in-person at any UW worksite locations on a particular day. Attestations must be maintained separately from other records, including an individual’s personnel record.
Official Copy: Workday
Retention: 6 years after end of fiscal year
Disposition Method: Delete
Other Copy: Any office with people not attesting via Workday
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Documents the signed delegation of authority for individuals authorized to make purchases on specific state or gift budgets.
Official Copy: Any Office
Retention: 6 years after end of fiscal year in which authorization was terminated
Disposition Method: Shred or Delete
Documents certification by research faculty that their payroll distributions are a reasonable reflection of their actual effort. (Formerly known as Faculty Effort Certification)
Official Copy: Post Award Fiscal Compliance
Retention: 6 years after end of fiscal year (after reporting period end date)
Disposition Method: Recycle or Delete
Other Copy: College/School or Department
Retention: 1 year after end of fiscal year
Disposition Method: Recycle or Delete
Requests to the Dean, Vice President or Provost from academic personnel to perform consulting work and other professional and public activities outside the UW for compensation. Formerly known as the Request for Approval of Outside Professional Work for Compensation.
Official Copy: Office of Research
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Other Copy: Dean or Department Chair
Retention: 6 years after the end of fiscal year
Disposition Method: Shred or Delete
Other Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Other Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Records documenting financial transactions including purchasing and expenditures as well as revenues and reconciliations for state, self-sustaining, gift, and endowment budgets. Includes the following records:
Official Copy: Any Office
Retention: 6 years after end of fiscal year
Disposition Method: Shred/Delete
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be maintained for the retention period above. Pay to Procure invoices generated through a third-party system must still be saved locally for the retention period above.
An itemization and summary of all income and expenditure transactions for each month in a biennium.
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be maintained for the following retention periods:
Official Copy: Financial Accounting or Auxiliary Enterprises
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete
Other Copy: Any Office
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete
Records of financial transactions on gift budgets established by Grant and Contract Accounting. May include but is not limited to:
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be maintained for the following retention periods
Official Copy: Grant and Contract Accounting
Retention: 6 years plus 90 days after termination
Disposition Method: Recyle or Delete
Official Copy: College/School or Department
Retention: 6 years after end of fiscal year
Disposition Method: Recylce or Delete
Provides record of gold inventory and amount of gold used in dental procedures. May include Gold Log, which includes student name, patient name, date and amount of gold used in procedure.
Official Copy: Any Clinic
Retention: 6 years after end of fiscal year
Disposition Method: Shred
A record of all requests for payment submitted to Medicaid, DSHS, or insurance companies. May include copies of applicable patient chart notes, procedure coding sheets, patient bill, etc.
Official Copy: Any Dental Office receiving insurance payments
Retention: 6 years after end of fiscal year
Disposition Method: Shred
Requests for authorization from a Dean and from the Provost to pay travel expenses for an individual traveling to the UW for a position interview.
Official Copy: Procurement Services
Retention: 6 years after end of fiscal year file closed
Disposition Method: Shred or Delete
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be shredded.
A billing record in lieu of a vendor invoice for goods or services purchased by UW offices. Details items, amount and purpose of purchase.
Official Copy: Procurement Services
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be shredded.
A record of budget entries and transfers of funds between UW budgets. Also used for Field Advance Expense Requests and Reverse Expenditures.
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be maintained for the following retention periods:
Official Copy: Procurement Services
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete
Official Copy: Any Issuing Office
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete
Other Copy: Any Receiving Office
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete
Records relating to the monitoring/tracking of proposed legislation, regulations and rules with possible impact on the University under consideration by the Legislature, other state agencies, federal, or local governments. Includes, but is not limited to bill drafts, amendments, fiscal notes, memos, committee reports, monitoring reports and related records.
Official Copy: Any Office
Retention: 2 Years after end of calendar year
Disposition Method: Shred or Delete
This series provides a record of parking stickers issued to individuals visiting an UW office. The log may contain the parking number, individual it is assigned to, and date.
Official Copy: Any Office
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete
A record of patient charges. Used to generate patient billing for individual payment. May include copies of applicable patient chart notes, procedure coding sheets, patient bill, etc.
Official Copy: CMS Management
Retention: 6 years after end of fiscal year
Disposition Method: Shred
A record of anticipated reimbursable travel funds.
Official Copy: Procurement Services
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be shredded.
Provides a record of petitions and waivers which grant exemptions for faculty, staff or visitors from a fee or a fine.
Official Copy: Any Office
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
A record of reimbursements from the Petty Cash Office for out-of-pocket or cash expenditures.
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be maintained for the following retention periods
Official Copy: Student Fiscal Services
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Official Copy: UWT: Finance and Administration
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Official Copy: UWB: Finance and Administration
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete
Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete
Reports generated prior to the implementation of the Workday system. Includes Exception Time Reports (ETRs), Positive Time Reports (PTRs), Time Records for Classified and Professional Staff, Time Records for Classified and Professional Staff, Summary, and Time Records for Hourly Staff.
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2017 should be maintained for the following retention periods:
Official Copy: Payroll
Retention: 6 years after end of month
Disposition Method: Shred or Delete
Other Copy: College/School or Department
Retention: These records are now generated through Workday and should not be saved or printed. Records created before July 2017 should be maintained for 6 years after end of fiscal year in which they were created
Disposition Method: Shred or Delete
Signed report which provides a means of payroll verification for Principal Investigator of a grant or contract (formerly known as Grant and Certification Report).
Official Copy: Post Award Fiscal Compliance
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Official Copy: College/School or Department (for records prior to July 2023)
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be maintained for the following retention periods
A record of the disposition of equipment from a department - either through surplus, transfer or sale. May include State of Washington documentation.
Official Copy: Equipment Inventory Office
Retention: 6 years after sale, transfer or deletion of equipment
Disposition Method: Recycle or Delete
Official Copy: Facilities: Moving and Surplus
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete
Official Copy: UWB: Budget and Planning
Retention: 3 years after disposal of asset
Disposition Method: Recycle or Delete
Official Copy: UWT: Facilities Services
Retention: 3 years after disposal of asset
Disposition Method: Recycle or Delete
Other Copy: Any Office
Retention: 3 years after end of calendar year in which request completed
Disposition Method: Recycle or Delete
Requests for repeat purchase of the same item or service over a specified length of time.
Official Copy: Procurement Services
Retention: 6 years after end of fiscal year file closed
Disposition Method: Recycle or Delete
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be shredded.
Documents requests for purchases. Includes documentation received from Procurement.
Official Copy: Procurement Services
Retention: 6 years after end of fiscal year file closed
Disposition Method: Recycle or Delete
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be shredded.
A record of approved schedules which calculate equipment depreciation or use allowance that can be included in the recharge/service center rates.
Official Copy: Recharge/Service Centers
Retention: 6 years after end of fiscal year in which approved
Disposition Method: Recycle or Delete
Other Copy: Dean's Office/Vice President's Office and Management Accounting and Analysis
Retention: 3 years after rates approved or denied
Disposition Method: Recycle or Delete
A record of fee schedules and documentation supporting the determination of fees charged by recharge and service centers to users of their services.
Official Copy: Recharge/Service Centers
Retention: 6 years after end of fiscal year in which approved
Disposition Method: Recycle or Delete
Other Copy: Dean's Office/Vice President's Office and Management Accounting and Analysis
Retention:3 years after rates approved or denied
Disposition Method: Recycle or Delete
A record of refund checks issued for overpayments, cancellation of registration, cancellation of services, etc. May include reason for refund, receipts, record of checks issued, denied refunds, logs of blank checks that will be used for refunds.
Official Copy: Any Issuing Office
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be shredded.
A record of refunds made for overpayment by dental patients or insurance companies.
Official Copy: Clinical Services: Accounting and Patient Accounts Office
Retention: 6 years after end of fiscal year
Disposition Method: Shred
Official Copy: Any Clinic requesting patient funds
Retention: 6 years after end of fiscal year
Disposition Method: Shred
Departmental requests for payment of an honorarium to visiting faculty and speakers.
Official Copy: Procurement Services
Retention: 6 years after end of fiscal year file closed
Disposition Method: Shred or Delete
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be shredded.
Requests for reimbursement of moving expenses for eligible new employees.
Official Copy: Procurement Services
Retention: 6 years after end of fiscal year file closed
Disposition Method: Shred or Delete
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be shredded.
Provides record of requests for funds from Services and Activities Fees for eligible programs. May include budget request document, background operational reports, correspondence, statistics, etc.
Official Copy: SAF Committee
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete
Other Copy: College/School or Department
Retention: 3 years after submission of request
Disposition Method: Recycle or Delete
Provides a record of subscriptions received by a journal. May contain the subscription form and financial records.
Official Copy: Any Journal
Retention: 6 years after end of fiscal
Disposition Method: Shred or Delete
Documentation of travel-related expenses incurred on UW-related business or projects.
Official Copy: Travel Office
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be shredded.
Provides a record of communications regarding state and non-grant budgets between UW offices/departments and UW Finance. Includes both general and customized responses to questions about budget, spending, and procurement. (UW Connect is a customer support system which helps UW Finance serve their customers and manage their work through information intake and customer support workflow capabilities, including ticketing and content management.)
Official Copy: UW Finance
Retention: 6 years after fiscal year that a record is closed
Disposition Method: Delete/Purge
Other Copy: Any office
Retention: Issue resolved
Disposition Method: Delete/Purge
Provides a record of communications regarding grant and gift budgets between UW offices/departments and UW Finance Research Compliance and Operations. Includes both general and customized responses to questions about budget, spending, and procurement. (UW Connect is a customer support system which helps UW Finance serve their customers and manage their work through information intake and customer support workflow capabilities, including ticketing and content management.)
Official Copy: UW Finance
Retention: 6 years after fiscal year that a record is closed
Disposition Method: Delete/Purge
Other Copy: Any office
Retention: Issue resolved
Disposition Method: Delete/Purge